Email is an important part of Web Forms that allows both data managers and end-users to receive email copies of form submissions. Once the settings are specified, nTreePoint takes are of sending the different types of email to the different types of user.

To update Email Options, select the "Email Options" option from the Web Form listing.

Notifications

Notifications allow data managers and other users to be notified when a new response is added to a Web Form.

1. nTreePoint Users
 
Enter any existing nTreePoint logins or browse users by clicking the "Browse..." link. All users will be emailed when a form is submitted by a user.

Note: nTreePoint will automatically send the user text or HTML email based on the user's preferences.

2. HTML Email
 
Enter the email addresses for users who will be sent an HTML version of each form submission upon completion.
3. Text Email
 
Enter the email addresses for users who will be sent a text version of each form submission upon completion.
4. Section Owner
 
An email will be sent to the nTreePoint user who is the current owner of the section that the Web Form belongs to.
5. Tool Managers
 
An email will be send to all nTreePoint users who are tool managers for the Web Forms tool within the section that the Web Form belongs to.
6. Data Managers
 
An email will be send to all nTreePoint users who are data managers for the Web Forms tool within the section that the Web Form belongs to.

End-User Email

1. Email Question
 
This field will be a list of any question in the Web Form that are Text - Single Line and have a text type of "Email" from the global text types. If the user enters an email address into the field when filling out the form, a copy of their form submission will be sent to them as soon as the form is completed.

Note: If your form contains a question that links data from another form and that form contains a text question that is marked as an email question, the linked form and field can be chosen here as well. This allows you to select options from a drop-down list, for example, but use the email attached to that response in the linked form instead of having to enter the email manually in the current form.

2. Send end-user email on import only
 
If your form is a survey and you are emailing users when the data is imported (for example, a notice asking them to complete the survey), select this option. Email will then only be sent when the data is imported, not after the user has completed the form response. See the Importing Responses help file for more information about importing data into an existing form.
3. Message
 
Enter anything you want in this field, and it will be displayed above the form submission in the email to the end-user.

Note: If email templates are enabled for the form, you will not see the Message field. Instead, you will see the following fields:

1. Subject
 
The subject of the email.
2. Message -- Text and HTML
 
This is where the body of the email is created. You may include a text format, HTML format, or both. Including both is useful if some recipients of the email only like text email whereas others prefer HTML email; the user's email client can then determine which format to show the user based on the preferences that have been set in the individual email software. If only one format is supplied, all email will be sent with that format only.

Important information for surveys:

If your form is being used as a survey and you are importing user information in order to send email to the users who will be completing the survey, you can use the following placeholders to insert information into your email:

  • ?use_update_url? Use this placeholder to insert the link that the user will click to fill out the survey. This link is unique for each individual to whom the email is being sent.
  • ?use_form_field.SHORT_NAME? Use this format for a placeholder to insert the value of a single-line text field into the email. Replace SHORT_NAME with the actual short name of the question. For example, if you have a single-line text field with a short name of First Name, the full placeholder would be ?use_form_field.First Name?.
4. Contact Name/Email
 
By default, the email will appear to come from whoever the default contact is within the nTreePoint installation. If you would like the email to appear to come from yourself or a different user, you can enter the name and email address that should appear in the email that is sent to the user. This will also be used if the user replies to the email.

Email Lists

1. Options
 
  • Enable Email List If checked, the email list feature will be turned on for this form, enabling you to use the form as a mailing list.
  • Enable Public Email If checked, public users will be able to send email to all users in Web Forms that have a text field of type email.

    Note: This option will only be visible if the global option for Public Email has been enabled by the administrator.

  • Enable Unsubscribe If checked, each email that is sent out will have a link at the bottom that users can use to unsubscribe themselves from the list (which will delete the entry from the Web Form).
2. From (name)
 
This is the default value for the name that the email will be sent by. The user can change this value when sending the email.
3. From (email)
 
This is the default value for the email address for the user that the email will be sent by. The user can change this value when sending the email.
4. Subject
 
This is the default value for the subject of the email. The user can change this value when sending email.
5. Message -- Text and HTML
 
This is the default for the body of the email. This is useful for including, for example, footers or logos that are reused every time an email is sent to the list. You can include a default for both the text and HTML formats of the email. When the email is sent, if both formats are included, the recipient's email client will determine which one to show; otherwise, if only one format is supplied, all email will be sent with that format only.
6. Other recipients
 
If there are other users to whom you want to send the email but they are not in the list, you can include their email addresses here. The user can change these addresses when sending the email, but this field provides a default that will appear every time an email is being created.